Privacy Policy

WHO ARE WE:
This Policy explains the privacy and the data protection practices which apply to Grosvenor Properties (UK) Ltd and Grosvenor Properties Sales Ltd, our registered office is 85 Telegraph Road, Heswall, CH60 0AE and we are a company registered in England and Wales under company numbers 02891601 (Grosvenor Properties (UK) Ltd, 08833464 Grosvenor Properties Sales Ltd.  We are registered on the information commissioner’s Office register of Data Controllers.  Our designated Data Protection offer is Karen Norton and she can be contacted at Grosvenor Properties Estate Agents, 85 Telegraph Road, Heswall, CH60 0AE, Tel:  0151 342 3465, Email: Karen@grosvenor-properties.co.uk
Our aim is to safeguard our users’ privacy whilst providing a personalized and valuable service. Collecting personal information is necessary if we are to satisfy the expectations and requirements of our users, e.g. by communicating with them and providing an interactive service. We appreciate that you do not want the personal information you provide to us distributed indiscriminately and here we explain what information we collect, what we do with it and what controls you have.
HOW WE USE PERSONAL INFORMATION
PRIVACY PROMISE
  1. We promise to keep your information safe.
  2. We promise not to sell it
  3. We give you ways to manage and review your marketing choices at any time
  4. We keep a record of when and how we get consents and what you were told at the time.
HOW THE LAW PROTECTS YOU
The law says we must have one or more of these reasons to collect your data
  1. To fulfil a contract with you
  2. When it is our legal duty
  3. When it is in our legitimate interest ( which we must define)
  4. When you consent.
MORE INFORMATION ON WHAT THIS MEANS
To Fulfil a contract with you means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
When it is our legal duty or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Transparency means you have the right to be informed about how we will use your data.
The purposes and reasons for processing your personal data are:
Maintaining Data Records – For selling, buying, letting or renting property and we need to ensure that our data is kept updated to ensure our data records are maintained
Email marketing – In order to market your property effectively we will send property emails to specific customers who based on their requirements and circumstances may be interested in your property.
Forwarding mail:  we are able to forward old mail which is being sent to a property we represent.
GROUPS OF PERSONAL INFORMATION
FINANCIAL –Your financial position, status and history
CONTACT – Where you live and how to contact you
SOCIO-DEMOGRAPHIC – Details about your work, nationality, education (especially students)
TRANSACTIONAL –Details of payments you make to us
CONTRACTUAL – Details about the products or services we provide to you
COMMUNICATIONS- What we learn about you from letters, emails and conversations between us.
OPEN DATA AND PUBLIC RECORDS – E.g Electoral Information, Internet, Newspapers
DOCUMENTARY DATA – E.g copies of ID.
CONSENTS – How you agree we can contact you
NATIONAL IDENTIFIERS – E.g. National Insurance Numbers
AUTOMATED TECHNOLOGIES OR INTERACTIONS – As you interact with our website we may automatically collect Technical data about your equipment, browsing actions and patterns.  We collect this personal data by using cookies, server logs and other similar technologies.  We may also receive Technical Data about you if you visit other websites employing our cookies.  Please see our cookie policy for further details.
We collect Data from Third Parties, social networks, Facebook, Instagram, Twitter, Linkedin, fraud prevention agencies, public information services.
WE MAY SHARE THIS INFORMATION WITH
  1. HMRC , Regulators and other authorities
  2. Credit Reference Agencies
  3. Fraud Prevention Agencies
  4. Any party linked to you ( e.g. Joint Tenant, Joint Property Owner or any other associated family member when necessary)
  5. Workmen needing to enter your house
  6. Companies you ask us to share data with ( e.g. Homelet, Solictors)
  7. If you use direct debits we will share your data with the Direct Debit scheme.
  8. Future landlords and letting agents who contact us for a reference at the end of your tenancy
  9. If we sell our business we will only do this if they agree to keep your information safe.
  10. Solictors
  11. Other Estate Agents for chain details
  12. Vendors for confirmation of sale
  13. Insurance companies
  14. Property Utility Notifications
CREDIT REFERENCE AGENCIES
We will share information with CRA’s and they will give us information about you. The data we exchange can include
  1. Name , address date of birth
  2. Application form details
  3. Financial situation and history
  4. Public Information
We will use this information to
  1. Assess if you can afford the property
  2. Make sure what you have told us is the truth
  3. Help detect and prevent fraud
  4. Track and recover debts
On a joint tenancy, CRA’s may link your data to other joint tenants. You can ask CRA’s to break the link but you normally have to prove you no longer have a financial link with them.
 IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY.
 PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, some of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
Purpose/Activity
Type of data
Lawful basis for processing including basis of legitimate interest
To register you as a new customer
(a) Identity
(b) Contact
Performance of a contract with you
Property Updates
(a) Identity
(b) Contact
Legitimate interest of the applicant
To submit your personal information to our Referencing Provider (Homelet)
(a) Identity
(b) Contact
(c) Product preferences
Performance of a contract with you
Submit your personal information to our Financial Services Provider.
(a)Identity
(b)Contact
(c) Product preferences
(a) Necessary for our legitimate interest to conduct a financial qualification check.
To process your order including:
Managing payment methods, and take deposits
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(a) Performance of a contract with you
To provide your contact details onto a third party contractor to arrange & conduct maintenance works at your residence
(a) Identity
(b) Contact
(e) Marketing and Communications
(a)Performance of a contract
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(a) Technical
(b) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
Necessary for our legitimate interests (to develop our products/services and grow our business)
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
 HOW LONG WE KEEP INFORMATION
 We will keep it as long as you are a client
  1. After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-
To respond to questions or complaints or
To show why we have treated you fairly or
For historical research and statistical purposes.
In the case of legal action of any kind
You can access personal information by writing to us at ( Grosvenor Properties, 85 Telegraph Road, Heswall, CH60 0AE) .You can also ask us to correct any information you believe to be incorrect.  We do not have to provide information where the request is disproportionate or has already been given previously .
 WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION?
This is also known as “The right to be forgotten”.  There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.
 YOU CAN WITHDRAW CONSENT BY WRITING TO US AT (Grosvenor Properties, 85 Telegraph Road, Heswall, CH60 0AE)
YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT ( Grosvenor Properties UK Ltd, 85 Telegraph Road, Heswall, CH60 0AE)
YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK  FIND OUT ON THEIR WEBSITE HOW TO REPORT A CONCERN.
ADDITIONALLY
VITAL INTERESTS – We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent.
 FEES
We supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive, particularly if it is repetitive. We may charge a fee where we have already supplied the information.
We must supply information without delay and in any event within one month. This can be extended by up to 2 months if during that month the request is considered complex and/or numerous, and if we do we have to explain why.
We must verify the identity of the person making the request using “reasonable means”
DATA PROTECTION IMPACT ASSESSMENT
This will allow an organisation to identify and fix problems at an early stage.
Further guidance see ICO Conducting privacy impact assessments code of Practice.
COOKIES
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. By using the website you are agreeing to using cookies. Cookies contain information that is transferred to your computer’s hard drive. Our sites may use one or more of the following sorts of cookies:
  • Strictly necessary cookies. These are cookies that are required for the operation of our websites. They include, for example, cookies that enable you to log into secure areas.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around a website when they are using it. This helps us to improve the way our websites work, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to a website. This enables us to personalise our content for you and remember your preferences.
  • Targeting cookies. These cookies record your visit to our websites, the pages you have visited and the links you have followed. We will use this information to make our websites and the advertising displayed on it more relevant to your interests.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about cookies, please see (http://www.aboutcookies.org/)